Graduation terms and conditions

1. Registration

1.1 Graduands will receive an invitation via email to register for their graduation ceremony. It is the responsibility of the graduand to ensure their contact details are kept up to date on their student record as the graduation team will send emails to this address.

1.2 The University of West London is not responsible if invitations are not received by graduands because their contact details are not up to date, their inbox is full, emails bounce back, or go to junk or spam folders. Graduands do not need to have received the invitation to be able to register for their graduation ceremony.

1.3 Graduands are allocated their ceremony date and time based on their course and academic school.

1.4 Graduands must have registered to attend their ceremony by the stated deadline. Registration is done online via the MyRegistry website.

1.5 The dates and times of ceremonies are published on the graduation website. These are provisional and are subject to change until the registration deadline has passed.

1.6 The University of West London reserves the right to change the allocation of graduands to ceremonies where this is deemed necessary for any reason.

1.7 Graduands must have had their award ratified by the stated deadline to be eligible to attend.

1.8 Some graduands may need to apply for a visa to attend graduation. If the graduation ceremony is after the expiry date of the graduand’s visa, they will need to apply for a Standard Visitor Visa from outside the UK in order to return to the UK. Once the graduand has registered to attend graduation, they can contact their academic administrator to provide a graduation status letter confirming graduation details. This can be used together with the email invitation and registration confirmation to support the Standard Visitor Visa application.

2. Tickets

2.1 All guests and graduands require a ticket to enter the Venue.

2.2 All graduands must register online to receive their free graduand ticket.

2.3 Tickets will be emailed to the address given at registration. It is the responsibility of the graduand to ensure that contact details are correct.

2.4 Graduands may purchase two guaranteed guest tickets.

2.5 Graduands may request up to three additional guest tickets at registration, but these will only be made available if there is sufficient capacity. Graduands will be informed after the registration period has closed whether additional tickets are available, and how to pay for them.

2.6 Graduands must request all guest tickets at registration. Requests made after registration has closed are not guaranteed.

2.7 The University of West London reserves the right to increase the number of guest tickets available for graduands to purchase. If more tickets are released, graduands will be informed of the request process and deadlines.

2.8 Tickets for graduands and guests are not transferable to any other graduation ceremony, any other graduation session, or to another graduand or guest. Tickets which are exchanged will not be accepted at the ceremony Venue.

2.9 All guest tickets cost £25. There are no concessions. Graduand tickets are free.

3. Refunds

3.1 The University will refund any ceremony guest tickets purchased if the graduand’s award has not been ratified by the deadline. Refunds will be issued after the graduation ceremony has taken place. Refunds will be made to the card used to purchase the tickets.

3.2 No other ceremony guest ticket refunds can be offered.

3.3 Refunds for any academic dress or photography orders are managed by the external contractor – Ede & Ravenscroft.

3.4 The University does not offer refunds for travel, accommodation, subsistence, or any other cost incurred by the graduand or their guests.

4. Deferrals

4.1 If the graduand cannot attend their allocated graduation ceremony the University will honour a deferral to the next available ceremony session. This would then be the last opportunity to attend graduation. Requests for deferral beyond one calendar year from the initial graduation invitation will not be considered.

4.2 It is the graduand’s responsibility to notify the graduation team that they wish to defer their attendance. They must do so before the stated registration deadline for the ceremony session for which they are eligible.

5. Award and ceremony documentation

5.1 Certificates are not handed out at the graduation ceremony. Certificates and transcripts are sent to the graduand’s home address in the post or to their partner institution, subject to clearance of any debt to the university. It is the responsibility of the graduand to ensure that their contact details are kept up to date on the student record system.

5.2 The graduand name on all award and ceremony documentation will be as stated on the student record. This is also the name that will be read out during the graduation ceremony.

5.3 The University of West London cannot guarantee that all graduand names will be included in the programme. If results are confirmed after the programme has been sent to print, names will not be included.

5.4 Graduands wishing to have their name removed from the programme should email their request to the graduation team (graduation@uwl.ac.uk) no later than the stated date of award deadline.

6. Special requirements

6.1 There is an opportunity for graduands to state special seating requirements within the registration process.

6.2 If circumstances change and a graduand needs to state special requirements after registration is complete then they must contact the graduation team via email.

6.3 The University cannot guarantee the accommodation of any special requirements stated on the day of graduation however they will do their utmost to assist the graduand and/or guest.

7. Data protection

7.1 The University of West London’s graduation ceremonies are categorised as public events.

7.2 The University will process personal data in accordance with the General Data Protection Regulations (GDPR).

7.3 The graduand’s name and qualification is published within a programme for the purpose of graduation. No degree classifications are stated within this.

• E.g. Bachelor of Arts (Hons) in Music Technology
• John Smith
• Neha Shah

7.4 Graduands wishing to have their name removed from the programme should email their request to the graduation team (graduation@uwl.ac.uk) no later than the stated date of award deadline.

7.5 The University of West London is unable to discuss the details of a graduand’s graduation ceremony with anyone else (relative, friend etc.) unless The University is given written permission by the graduand in question.

7.6 Graduands and all guests attending the graduation ceremony give their consent (by purchasing of tickets) to the recording and transmission of their images (still and moving) for University of West London publicity purposes.

8. Children at graduation

8.1 Due to health and safety regulations and the ceremonial nature of the event guest tickets are not available for babies and children under 6 years of age. Babies or children aged 5 years or under will not be permitted to enter the Venue.

8.2 Children aged 6 years and above may attend the ceremonies as guests. Please note that all guests, including children, must sit in an allocated seat. This means that seats for children will need to be reserved and purchased as guest tickets. Children aged 6 years and above will not be permitted entry to the Venue on the day of the ceremony without a valid guest ticket.

8.3 All children under the age of 16 must be accompanied by an adult at all times.

8.4 Graduands and guests sit in different locations during the ceremony, therefore any guest children must be accompanied by an adult guest.

9. Force majeure

9.1 In the event of University of West London graduation ceremonies being cancelled, delayed or postponed due to circumstances beyond the control of the University, including (without limitation) fire; explosion; terrorist act (or threat of terrorist act); act of God; pandemic; national mourning; industrial action or dispute involving the University or the Venue/s at which the ceremonies and other graduation services are due to be held, the University will not be liable for any losses direct or otherwise incurred by graduands or their guests.

9.2 Where graduation ceremonies are postponed, cancelled, or timings are changed for any reason, graduands will be notified via email. It is the responsibility of the graduand to ensure that their contact details are kept up to date.

10. Eligibility

10.1 Graduands must be, or have been, registered on a course of at least 120 credits at FHEQ level 4 or above leading to a recognised University of West London award (e.g. Foundation Degree, CertHE, DipHE, Bachelors, Masters, PGCert/Dip, Doctorate) to be eligible to attend a graduation ceremony.

10.2 Graduands must have completed and passed all relevant assessments to be eligible to attend a Graduation ceremony.

10.3 Graduands must be awarded a recognised qualification and have had their award ratified by the published deadline to be eligible to attend a graduation ceremony.

10.4 Graduands awarded a lesser award (e.g. ordinary degree, certificate, or diploma) are still eligible to attend graduation. Refunds of tickets will not be granted if an award has been made and a graduand chooses not to attend.

10.5 In cases of academic failure, mitigation, resits, and any other event preventing a graduand from being awarded and being ratified at an award board by the published deadline, the graduand will no longer be eligible to attend and the registration will be cancelled.

10.6 Where a graduand becomes ineligible to attend for academic reasons, the graduand will be notified via email and refunds will be made after the graduation ceremony for any guest tickets. Refunds are made to the card used for the initial purchase.

10.7 It is the responsibility of the graduand to contact any external company (including but not limited to travel companies, hotels, gowning and photography providers) to request refunds in case of ineligibility.

10.8 The University will not refund ineligible graduands for the cost of travel, accommodation, subsistence, gowning, photography, or any other cost incurred.

10.9 Some UK and overseas partners hold their own graduation ceremonies. In these cases, graduands will not automatically be eligible to attend a University of West London graduation ceremony. For further information, please contact the Global Partnerships Office.

11. Academic dress

11.1 Academic dress is compulsory and smart dress under academic robes is encouraged. The University of West London reserves the right to refuse admission to those graduands who do not comply with these requirements.

11.2 The academic dress worn must be the correct attire for the award the graduand is graduating with.

11.3 Academic dress can be hired from Ede & Ravenscroft, our official supplier.

11.4 The official academic dress provider for University of West London is Ede & Ravenscroft who are commissioned by the University to design and make academic dress available to graduands for hire or purchase and we strongly recommend them for the quality of robes and service provided on the day of the ceremony. It is not mandatory to hire academic dress from Ede & Ravenscroft, therefore graduands can decide to deal elsewhere.

11.5 Graduands may be eligible to benefit from the support fund for academic dress hire. Details of the criteria for eligibility can be found via the University of West London graduation website.

12. Right to refuse entry

12.1 The University of West London reserves the right to refuse entry to anyone without a ticket or the means of paying for reserved tickets.

12.2 The University of West London reserves the right to ask any person to leave the ceremony and/or ceremony Venue if they are acting in a manner which in the opinion of the University or Venue staff may cause a breach of the peace, cause harm or distress to others, or cause damage to the premises.

12.3 The University of West London reserves the right to ask any person to leave the ceremony and/or ceremony Venue if the University of West London or Venue staff consider they are causing a disruption to the ceremony or other guests.

12.4 The University of West London does not tolerate aggressive or threatening behaviour by or to our graduands, their guests, or anyone in the employment of the University or the Venue.

13. Filming and photography

13.1 The University of West London uses Ede & Ravenscroft as their official photographer to take photography of the graduation ceremonies. Photography services can be pre-booked online.

13.2 If a graduand is inviting a photographer to attend their ceremony with them, the photographer must attend with a guest ticket purchased by the graduand as part of their allocation.

13.3 Private photographers must remain seated during the ceremony.

13.4 Our graduation ceremonies are professionally filmed and broadcast live.

13.5 By registering to take part in a graduation ceremony, or by guests entering a graduation Venue, graduands and guests are giving permission for their images to be captured in the live broadcast or by our official photographer.

13.6 Please note that footage may be used by the University of West London for media publications and advertising.

14. Security and health and safety

14.1 All visitors must follow the Health, Safety, and Fire instructions of the University and of the Venue at all times. All graduands and guests must behave in an appropriate manner. The University and Venue staff have the right to eject anyone behaving inappropriately or causing concern in relation to safety, health or wellbeing.

14.2 In the event of an emergency, graduands and guests should follow all instructions on the day from Security, University staff or Emergency Services personnel.

14.3 If a graduand or guest sees anything suspicious or that gives cause for concern, they should inform a member of the graduation team or Security at the Venue.

14.4 All graduands and guests will have their bags checked by the Venue Security team before they are allowed to enter the Venue.

15. Additional terms

15.1 Entry to the Venue will be from 2 hours prior to the start time of the ceremony. There will be no admittance permitted before this time for any reason.

15.2 No admittance is permitted to any ceremony beyond half an hour after the stated start time of the ceremony.

15.3 The University of West London may update these terms and conditions and any guidance on graduation ceremonies at any time.

16. Glossary

Academic Dress: this is the formal wear worn at a graduation ceremony comprising of cap, gown, and hood.

Graduand: the student attending their ceremony for the conferment of their award

Guest: a friend or family member attending the ceremony to celebrate the success of the student/graduand and who holds a guest ticket

Session: there are two graduation sessions per year – these are summer graduation and winter graduation.